Navigating the RefriTrak Interface

RefriTrak's interface is designed to help HVAC professionals manage refrigerant tracking efficiently. This guide walks you through every section of the interface, from top navigation to role-specific dashboards.

Interface Overview

RefriTrak consists of three main areas:

Top Navigation Bar - Organization switcher, main navigation, notifications, and user menu
Sidebar Navigation - Quick access to all features (context-sensitive by role)
Main Content Area - Where you work with data, forms, and reports

Top Navigation Bar

The top navigation bar appears on every page and provides access to core functions.

Left Side: Branding and Organization

RefriTrak Logo
Click to return to your dashboard from anywhere in the app.

Organization Switcher (PRO/ENTERPRISE only)

Visible to users who have accesss to multiple orgs
Dropdown showing parent org and all sub-organizations
Click to switch between organizations
Current organization name displayed
Badge showing number of sub-orgs

How to Use:

Click the organization dropdown (left side of top nav)
Select the organization you want to view
Entire interface updates to show that org's data
Switch back to parent org for aggregated view

Center: Main Navigation Links

Dashboard

Takes you to your primary dashboard
Dashboard view varies by role (see Role-Specific Dashboards below)
Always accessible

Organization (ADMIN roles only)

Access to user management
Organization settings
Sub-organizations (PARENT_ORG_ADMIN only)
Billing (PARENT_ORG_ADMIN only)

Billing (PARENT_ORG_ADMIN only)

Quick link to billing and subscription management
View current plan
Update payment method
View invoices

Right Side: User Controls

Notification Bell 🔔

Shows count of unread notifications
Click to view notification list
Types of notifications:
- Leak Detection: Equipment exceeding leak thresholds
- Repair Deadlines: 30-day repair requirements approaching
- DOT Inspections: Cylinders due for inspection
- System Updates: New features or important announcements

Notification Management:

Click a notification to view details
Mark as read individually
"Mark All Read" option
Filter by notification type

User Menu (Avatar/Initials)
Click your avatar to access:

Profile Settings - Update timezone, password
Report an Issue - Submit support ticket
Documentation - Access help resources
Logout - End your session

Sidebar Navigation

The sidebar provides context-sensitive navigation based on your user role. All users see a "Dashboard" link at the top.

Sidebar for PARENT_ORG_ADMIN and ORG_ADMIN

Dashboard Section:

Dashboard - Your main analytics view

Admin Section:

Customers - Customer list and management
Contacts - Customer contact management
Locations - All locations across customers
Jobs - Job list and scheduling
Projects - Project management and grouping

Operations Section:

Units - A/C units and equipment tracking
Cylinders - Cylinder inventory and status
Movements - Cylinder movement history and map
Transfers - Refrigerant transfer records

Reporting Section:

Leaks - Leak reports and compliance tracking
Inspections - DOT inspection tracking (recovery cylinders)
Reports - Generate compliance and inventory reports

Tech Tools:

Tech Tools - Access technician interface (manager view)

AI Assistant:

Piper AI - Open AI chat assistant (bottom of sidebar)

Sidebar for MANAGER

Same as ORG_ADMIN, but may have restricted access to:

Organization settings (view-only)
User management (can add technicians only)
Billing (no access)

Sidebar for TECHNICIAN

Simplified View focusing on field work:

Dashboard Section:

Dashboard - Technician-specific dashboard

Quick Access:

Units - View and update equipment
Cylinders - View and move cylinders
Transfers - Record refrigerant transfers

Reporting:

Leaks - Report leaks in the field

AI Assistant:

Piper AI - Chat assistant for field support

Note: Technicians don't see Admin, Projects, or full Reporting sections. Interface is streamlined for mobile use.

Sidebar for SALES

Minimal View for sales operations:

Dashboard Section:

Dashboard - Sales-specific dashboard

Inventory:

Inventory Map - View cylinders FOR_SALE

AI Assistant:

Piper AI - Sales support

Note: SALES users have the most restricted view, focused only on available inventory.

Role-Specific Dashboards

Each role sees a different dashboard optimized for their workflow.

PARENT_ORG_ADMIN Dashboard

When viewing Parent Organization:

Organization Breakdown - Dropdown to select sub-org for quick stats
Aggregated Analytics:
- Total customers across all orgs
- Total units and cylinders
- Total jobs and transfers
- Combined leak reports
Quick Stats Cards per sub-organization
Recent Activity feed across all orgs

When viewing Sub-Organization:

Standard ORG_ADMIN dashboard (see below)
Can switch back to parent view anytime

ORG_ADMIN Dashboard

Analytics Cards:

Customers - Total count, recent additions
Jobs - Active, completed, scheduled
Units - Total units, by type
Cylinders - Total count, by status
Transfers - This month, trends

Charts and Graphs:

Transfer Trends - Line chart showing transfer activity over time
Refrigerant Breakdown - Pie chart of refrigerant types in inventory
Recent Transfers - Table of last 10 transfers

Quick Actions:

Add Customer
Create Job
Add Unit
Record Transfer

Date Filters:

Allows you to filter by date, based on your plan.

MANAGER Dashboard

Same as ORG_ADMIN with focus on:

Job Management - Active jobs front and center
Team Performance - Technician activity
Appointment Calendar - Upcoming scheduled work

TECHNICIAN Dashboard

Simplified Mobile-Friendly View:

Today's Appointments:

List of jobs assigned to you
Location, customer, time
Status indicator
One-click to start job

Quick Action Buttons:

Units - View or add equipment
Cylinders - Check cylinder locations and status
Record Transfer - Quick transfer entry

Recent Activity:

Your recent transfers
Jobs you completed
Leaks you reported

No Charts: Clean, action-oriented interface for field use.

SALES Dashboard

Available Inventory:

Grid view of cylinders with FOR_SALE status
Filter by refrigerant type
Filter by size/capacity
Filter by location

Territory View (if assigned):

Only cylinders in your territories
Territory selector dropdown

Lead Tracking (if enabled):

Recent leads
Conversion pipeline
Follow-up reminders

Piper AI Assistant (beta)

Access: Click "Piper AI" at bottom of sidebar

Some of What Piper Can Do:

Create customers, jobs, appointments
Search for equipment and cylinders
Record transfers
Answer questions about EPA compliance
Generate reports
Guide you through workflows

Example Commands:

"Create a new customer"
"Show me all units for ABC Company"
"Record a 5lb transfer from cylinder C123"
"What's the leak rate for unit U456?"
"When is my next appointment?"

See Introduction to Piper AI Assistant for full guide.

Mobile Interface

RefriTrak is fully responsive and optimized for mobile devices.

Mobile Navigation

Hamburger Menu: Replaces sidebar on mobile

Tap menu icon (☰) top left
Sidebar slides in from left
Tap outside or X to close

Top Navigation: Simplified

Logo/Home button
Menu button
Notification bell
User avatar

Mobile-Optimized Views

Technician Dashboard:

Large touch-friendly buttons
Appointment list optimized for small screens
Quick action buttons prominent
Minimal text, more icons

Forms:

Single-column layouts
Large input fields
Dropdown selectors instead of multi-select
Optimized keyboard experience

Lists:

Card-based layouts (instead of tables)
Swipe actions for quick edits
Infinite scroll or "Load More" buttons

Notification System

Stay informed about important events with the notification system.

Notification Types

Leak Alerts 🚨

Triggered when a unit's leak rate exceeds 80% of EPA threshold
Includes unit info, customer, leak rate
Action: "View Leak Report"

Repair Deadlines ⏰

Sent when 30-day repair deadline approaches (7 days before)
Includes unit info, leak date, days remaining
Action: "View Unit" or "Mark Repaired"

DOT Inspections Due 🔍

Recovery cylinders due for inspection (30 days before)
Sent to ORG_ADMIN, PARENT_ORG_ADMIN, MANAGER
Action: "View Cylinder" or "Schedule Inspection"

System Updates 📢

New features released
Important policy changes
Maintenance windows
Action: "Learn More"

Managing Notifications

Mark as Read:

Click notification to automatically mark as read
Or click "Mark Read" on hover

Mark All Read:

Button at top of notification panel
Clears all unread indicators

Notification Settings (Coming Soon):

Customize which notifications you receive
Set email vs in-app preferences
Quiet hours

Tips for Efficient Navigation

Use Favorites/Shortcuts

Bookmark Common Pages:

Browser bookmarks for frequently used pages

Learn Your Role's Interface

Focus on What Matters:

Technicians: Master dashboard, units, cylinders, transfers
Managers: Learn jobs, appointments, tech tools
Admins: Familiarize with all sections

Leverage Piper AI

Instead of Navigating:

Ask Piper to "Show me cylinders at Main Warehouse"
"Create a job for ABC Company" - no need to navigate to Jobs page
"What's my schedule today?" - instant appointment list

Use Filters and Search

Don't Scroll:

Use search on every list page
Apply filters before browsing
Save common filter combinations (PRO+)

Common Questions

Q: Can I customize the sidebar order?
A: Not currently. Sidebar items are organized by frequency of use and role.

Q: Can I change the dashboard layout?
A: Dashboard layout is optimized per role and not currently customizable. Enterprise customers can request custom dashboards.

Q: Why don't I see certain menu items?
A: Menu items are permission-based. You only see features your role can access.

Q: How do I know if I'm in the right organization?
A: Check the organization name in the top left (next to logo). Use org switcher to change if needed.

Q: Can I open multiple pages in tabs?
A: Yes! Right-click any link and "Open in New Tab". Useful for comparing data or multitasking.

Next Steps

Now that you know your way around:

Managing Customers - Start adding your customers
Adding and Managing Units - Set up equipment tracking
Introduction to Piper AI - Let AI help you navigate

Need Help? Use the support form in your user menu (top right) to ask questions about the interface or report issues.